Contrary to what some people think, the 5S method doesn't just result in a tidy workplace. The five steps require continuous process improvement. With a digital checklist, 5S can be easily introduced at workplaces and audits can be carried out efficiently. With the help of the 5S checklist, order and security prevail in your company. Here you can find out what 5S actually is, how you can introduce the principle and what advantages 5S brings to your company.
Definition of the 5S method
5S is a foundation of Japanese work culture and lean philosophy. The method is grouped into the Kaizen principle and the Ishikawa diagram. Simply put, 5S is an ordering system. Toyota boss Takashi Osada is said to have invented this in the early 1990s. Osada wanted to organize his factories as effectively as possible. But what exactly do these five steps stand for?
Seiri (sorting)
Seiton (systematize)
Seiso (clean)
Seiketsu (Standardize)
Shitsuke (self-discipline and constant improvement)
The main goal of 5S is to reduce time wasted on unnecessary work. This should also increase occupational safety. The increased order resulting from the 5S method reduces the risk of accidents at work. For example, employees no longer run the risk of being injured by tools that are hidden under other materials. The approach of the 5S method is minimalist and cyclical. The process must therefore continue continuously. Due to 5S, employee participation is increased because employees have to implement and maintain the order system. A digital 5S checklist makes implementation easier for everyone involved.
Implement the 5S method in your company
To introduce the 5S method in your company and make your work easier, you just have to follow the five steps.
Step 1: Sort (SEIRI)
Reorganize workplaces. Eliminate anything unnecessary or damaged. Sort things and materials sensibly.
Step 2: Organize (SEITON)
Designate a place for materials and tools so as not to spend a long time looking for them. Label things and place them near your workstation. Put a system in place that makes sense.
Step 3: Clean (SEISO)
Clean your workstations. Now they are hygienically clean. Sources of errors and damage can be discovered and eliminated. Check whether the lighting is sufficient and intact.
Step 4: Standardize (SEIKETSU)
Standardize processes. Develop a plan as a team on how the aforementioned steps can be adhered to permanently. Every workplace should follow the same principle: a change of workplace for colleagues can therefore be carried out easily and uncomplicated. Help can be: Creating visual controls using signs and color codes. Use the 5S checklist regularly.
Step 5: Self-discipline (SHITSUKE)
Everyone has to participate and follow the five steps. Clean up and organize yourself, responsibly and consciously – every day. 5S should be introduced into the company culture through success stories (before and after pictures) and the recognition of positive results.
Tips for introducing 5S in your company
Implementing 5S in the workplace is easier said than done for some. The optimal implementation of the 5S method in the company can be achieved with a few tips. So when inspecting the workstations, you should look for anything superfluous that you can remove from the place. Workstations should be checked weekly. The work should always be carried out safely. A photo of the workplace is taken at the beginning of the inspection and at the end after the change. In between, for example, the frequency of how often a tool is used is determined. If there is too little use or even faulty use, the tool is removed from the location. Labels and color marking systems help to organize the use and function of the objects. A monthly or quarterly inspection by an area or plant manager ensures compliance with the 5S method. The 5S method also helps to optimize the company during an audit. With the digital 5S checklist, introducing and implementing the organization system becomes even easier.
To ensure that the 5S method is continuously maintained by all employees, you can follow the following points:
Communicate and educate – make people aware of the benefits, involve employees and share experiences.
Appoint someone responsible – This person is the contact person for questions and suggestions from employees. A cyclical process is essential for the 5S method.
Control – Regular control of the workplaces and the implementation of 5S. Find the right approach so as not to patronize employees with the 5S method, but rather to emphasize the effectiveness of the method.
Motivate the staff – Motivate with improved workflow and success experiences.
Features of the digital 5S checklist
In order to implement the processes of the 5S method as efficiently and easily as possible, you can use a digital 5S checklist. You can take photos of workstations using your smartphone or tablet and attach them as a document. You can also carry out inspections and audits using your smartphone or tablet. Adding comments and notes in the 5S checklist allows you to point out corrective actions. With the digital signature of the department or plant manager, full responsibility for inspections is always guaranteed. You can easily share all reports with your company's employees on site. The 5S checklist even checks the sorting principle of a workplace and explains whether the space has been properly organized and is safe. Cleaning and maintenance of the workplace is also monitored. The 5S checklist checks the cleanliness and error-free functioning of machines. Problems and corrective measures can be quickly assigned. Furthermore, the 5S checklist can report changes to colleagues, schedule 5S inspections, quickly report and fix errors, analyze all data and automatically generate and share reports.
Advantages of 5S
Safety and more freedom of movement
Elimination of superfluous
Increased efficiency
Low implementation costs for high performance improvements
Less rework
Faster onboarding of new employees
Avoid long transport routes and waiting times
Efficient use of space
Avoid complaints
Increase customer trust
Increased productivity throughout the company
Introducing the 5S method and the digital 5S checklist can be challenging. Especially for companies that have stuck to processes and working methods for many years. In order to get optimal and efficient results, old ways of thinking and work steps must be broken down. In this way, problem and cause identification can be successful and the company can be competitive. What is important about the 5S method is that it is a recurring process. This must therefore be applied cyclically and maintained. With continuous use of 5S, your company will be permanently optimized.
Literature
"Lean-IQ Cheat Sheet: Questions for your 5S Checklist" (download link)
For each of the 5S, this sheet provides you with some ideas to create your own checklist. Discuss with you team-members what you are planning to check and provide support to satisfy all 5S.
"5S for Operators: 5 Pillars of the Visual Workplace" by Hiroyuki Hirano
This book provides a practical guide to implementing the 5S principles on the shop floor, focusing on improving productivity and workplace organization.
"5S Made Easy: A Step-by-Step Guide to Implementing and Sustaining Your 5S Program" by David Visco
David Visco's book offers a clear and easy-to-follow approach to implementing the 5S framework, including tips and real-world examples.
"The Lean Six Sigma Pocket Toolbook: A Quick Reference Guide to 70 Tools for Improving Quality and Speed" by Michael L. George, John Maxey, David Rowlands, and Malcolm Upton
While not exclusively about 5S, this book includes a section on 5S and provides a concise overview of various tools and techniques used in lean and Six Sigma.
"Workplace Management" by Taiichi Ohno
Written by one of the founders of the Toyota Production System (TPS), this book delves into the principles of lean manufacturing, including the 5S methodology.
"Gemba Kaizen: A Commonsense Approach to a Continuous Improvement Strategy" by Masaaki Imai
Masaaki Imai's book covers the concept of Gemba Kaizen, which encompasses 5S as one of its essential elements. It offers insights into achieving continuous improvement.
"Lean Thinking: Banish Waste and Create Wealth in Your Corporation" by James P. Womack and Daniel T. Jones
While not exclusively about 5S, this book explores the principles of lean thinking and how they can transform organizations, including the 5S framework.
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